Policies and Procedures for The Society for Early Modern French Studies (SEMFS)
The Society for Early Modern French Studies (SEMFS) is committed to the promotion and the development of the academic study of early modern France. We organise an annual conference, maintain a website, disperse funding for academic research projects, and publish a journal, Early Modern French Studies. Our membership is largely (but not exclusively) drawn from researchers in academic institutions around the world. At our annual conference we also hold an AGM, open to all members, at which Society officers present their reports and the accounts are presented. Any changes to the constitution must be made at this meeting, with a 2-week notice period to all members.
Internal charity financial controls
SEMFS is run by a group of Trustees known as the Executive Committee, whose composition follows the SEMFS constitution. Some trustees have particular responsibilities: we have an Honorary President, a Chair who oversees the running of the Society, a Secretary who handles administrative matters and communications with members, and a Treasurer who manages our financial affairs (supported by two non-trustee auditors who are members of the Society). The accounts are presented to the membership of the Society at the AGM, held at the same time as the conference. Administration of prizes and other academic research funding is managed by the Executive Committee, with the Treasurer taking the lead role.
Financial reserves
We maintain a financial reserve of £20,000 and limit our spending if it would bring our bank balance below this amount; we plan to have reserves to cover one year’s outgoings without any income. Our funds are held in an account with Lloyds Bank.
Trustee conflicts of interest
Declaration of Trustees’ conflicts of interest is a standing item at the start of every committee meeting. Trustees have all received trustee training, and know what constitutes a conflict of interest.
Social media
The Executive Committee includes a trustee with responsibility for Website and Publicity, whose duties include managing our social media presence.
Engaging external speakers at charity events
Our annual conferences are attended largely by our members. We ask those speakers who are not already members to join the Society. We typically engage one external speaker each year, chosen by the trustees for their academic merit. They are paid an honorarium (currently £250) and their expenses are met in line with standard UK academic practices.
Safeguarding
We do not accept under-18s at our conferences or meetings. Safeguarding vulnerable adults is the responsibility first of the Chair and of the Executive Committee, who will ensure that appropriate support is in place. Vulnerable adults or their carers are asked to make their requirements known to the Committee at their earliest convenience.
Complaints
Any complaints about the Society or about its Conference can be made to the Chair or to any member of the Executive Committee. The Chair (or other officer) will draw up a sub-committee of three trustees to consider the complaint and the Society’s response.
Serious incident reporting
From their trustee training, trustees know which serious incidents need to be reported by the Chair to the Charity Commission. Any serious incidents would first be brought to the Chair and reported by them to the Charity Commission.
Internal risk management
We are mindful of our presence in the world and any reputational risks.
Trustee expenses
Each year we hold three executive committee meetings. Two are held online. Only the meeting held at the annual conference is in person, and for that meeting we cover travel expenses for the postgraduate representative and, on request, for committee members with no institutional funding. Other committee members are expected to fund their conference attendance through their own institutional funding. We run hybrid meetings when trustees are based overseas and are unable to fund their travel to the conference.
Investing charity funds
We do not currently invest charity funds.
Campaigns and political activity
The Society is a non-partisan organisation and does not engage in any political campaigns or activity.
Bullying and harassment
Reports of bullying and harassment can be made to the Chair or to any other member of the Executive Committee. The Chair (or other officer) will draw up a sub-committee of three trustees to consider the complaint and the Society’s response.
Rotation of offices and editorial boards
Members of the Committee are elected by the Society membership. Ordinary membership of the Executive Committee is limited to 3 years. In addition to the elected members, the Committee includes up to five co-opted members who are not elected by the membership and whose time on the Committee is not limited. In practice, co-opted members stand for election to the Committee when a vacancy arises (that is, when a Committee member stands down). Officers are elected by the Society and do not have an imposed time limit; as a small Society we rely on the goodwill of our members to fill these roles. In practice, however, Officers tend to serve for 4-5 years. The exception is the Chair, who is elected by the Society and holds the office for three years, with the option of a further year’s extension, if agreed by the Society. The editorial board of the Society’s journal is regularly refreshed by the Editor. Applications are sought from the wider academic community and considered on academic merit and experience.